Club Rules

The promotion and encouragement of recreational activities for its Member’s.

To publish magazines, newssheets and matters of interest to Members.

To maintain and foster relations with public and local authorities, clubs and similar organisations, site owners, leisure unit manufacturers, suppliers and associated accessory suppliers.

MANAGEMENT

MANAGEMENT COMMITTEE

The Touring Caravan Club shall be managed by the Management Committee formed of up to Nine (9) National Officers.

National Officers shall be elected at a National Annual General Meeting to serve for a term that ends at the second Annual General Meeting following that during which they were elected. (See Appendix 1 – Election of National Officers)

The National Officers will allocate the Management Committee roles as they see fit, these must include, Chairman, Secretary and Treasurer, to be done in a meeting immediately following the National Annual General Meeting.

Any casual vacancy for a National Officer arising during their term, may be filled by co-option by the Management Committee until the next National Annual General Meeting at which time the co-opted member must seek election along with any other member(s) who wishes to seek election.

The Management Committee must meet a minimum four (4) times a year

The Management Committee shall have the power to act on behalf of the Council in all aspects of the running of the Touring Caravan Club as defined in Rule 4.1.a – 4.1.g.

Trustees

Following each AGM the Management Committee will elect four National Officers to Act as Trustees for that following year, one of these Trustees should be the National Officer responsible for Extended Rallies, to be actioned in the meeting defined in 3.1.c.

The Trustees will be empowered to enter into transactions with landowners to enable the Club to take full control of that land for the duration of rallies that require such actions for it to be sanctioned by the Club.

All such properties of the Club as can be most conveniently be held by a Trustee has been and shall in the future be vested in the Trustees to hold on behalf of the Club to be dealt with by them as The Council shall from time to time direct (by resolution), of which an entry in the Minute Book shall be conclusive evidence. The Council shall decide as to what property may be so vested

The Trustees shall be indemnified against all risk and expenses of the Touring Caravan Club’s property and in the case of any deficiency in the assets of the Club when they shall be indemnified by the Members for the time being of the Club against personal liability to any creditors of the Club or of the Club’s property

Regional Officers

Each Region of the Club, as defined in Appendix 5 of these Rules, shall be represented by a Regional Officer, to be elected bi-annually by the sections included in that region.

Such Regional Officers shall hold office from 1st June in the year they are elected for a period of 2 years.

Regional Officers shall not hold any other office in the Club, or Section Committee.

Regional Officers shall have the authority to enforce the Club Rules and Bye- Laws within the sections they represent, in conjunction with the Rally Officer and/or a Section Officer, and shall ensure that the standards required by the Caravan Code, Country Code, Natural England and Local Authorities, shall be maintained.

All candidates for the position of Regional Officers must have been Members of the Touring Caravan Club for four (4) years immediately preceding their election and have served on a Section Committee. (See Appendix 2 – Election of Regional Officers)

COUNCIL

COUNCIL

There shall be a Council of the Club consisting of the National Officers, Regional Officers and two Members representing each of the Club section as defined in Appendix 4.

Management of the Club, by the Council, shall include:

Control of the Finance of the Club

The power to enter into, or authorise the Trustees to enter into, contracts in such a manner as they think best on behalf of the Club, and in particular in relation to all or any of the following matters viz:

The sale of any chattels belonging to the Club that are no longer required

The suspension and/or re-composition from time to time of entrance fees, subscriptions, or other monies, whether receipts or payments, on any alterations of the Club’s financial year, or other occasion arising there from

The holding and dealing with the property of the Club, and such matters as it may in the opinion of the Council be desirable in the interests of the Club to undertake

The Council may authorise the National Officers of the Club to enter into any contract for the sale or lease of any land or property or any part thereof and to mortgage or charge the same. Furthermore, the Council may authorise the National Officers of the Club to enter into any mortgage or arrangement to borrow money on behalf of the Club in express pursuance of any resolution passed by a meeting of the Council

Any debentures which the Council may be authorised to issue, may be issued by it in such a manner and upon such conditions as to redemption and otherwise and generally in such form and may be all allotted to such persons as the Management shall in its discretion think fit

Power to remit or return, under circumstances as they may deem it in the interest of the Club so to do, the whole or any part of any payment made to the Club

The right (subject to revision, amendment or cancellation by the Club in General Meeting) to interpret these rules and to give directions in cases not provided for by them, and to make such regulations as shall not be inconsistent with these rules, and to amend or cancel the same as may from time to time seem to be necessary or desirable

The right from time to time to make, vary and revoke bye-laws (not consistent with these rules) for the regulation of the internal affairs of the Club and the conduct of Members, including the conduct of Members with Club sections and at rallies organised by the Club or Club sections, and the Bye-laws for the time being in force shall be binding on all Members

Council, it at their discretion and by resolution, may request a postal vote of the Club Members to ratify any such urgent resolution of Council if, at their discretion, they deem it necessary and expedient to do so after taking into account the urgency of any such matters and all financial considerations. Such postal vote, which shall require a 2/3rds majority of all votes returned voting in favour thereof, shall be ratified and entered into the Minute Book at the next National Annual General Meeting

The Council shall have the power to appoint Sub-Committees consisting of either Members of the Council or Ordinary/Partner Members of the Club, and to delegate to such Sub-Committees any powers of the Council. The Chairperson and Treasurer shall be ex-officio Members of all Sub-Committees

COUNCIL MEETINGS

A Meeting of the Council shall be summoned twice in every twelve (12) months

A meeting to take place on the Saturday Morning of the National Annual General Meeting.

A Meeting to be held on a Saturday morning in October of each year

A Meeting can be summoned at any time by the National Chairman or National Secretary and those in attendance will form a quorum

In the case of equality of voting, the National Chairperson shall have the casting vote

The Editor of the Club magazine may attend Council Meetings, and shall have entitlement to vote. The Editor shall report the salient points of interest to the Members in the Club magazine.

REGIONAL COMMITTEES

The Regional Committee shall consist of the Regional Officer and the Chairperson, Secretary and Treasurer of each of the sections within the Region

A Regional Committee meeting may be convened at any time to discuss and arrange the activities and running of the Region.

Such meetings may be called by the Regional Officer or by a Section within the Region.

A minimum of fourteen (14) days’ notice should be given to the Regional Officer or Section in order to coordinate a mutually convenient time and date for a meeting

If any Section Officer is unable to attend that section will permitted to send a nominated Section member.

MEMBERSHIP

The Club Shall Consist of Ordinary/Partner, Family, Life and Associate Members and 90 day Membership. The following persons shall be eligible for the Club membership:

“Ordinary/Partner” who is aged 18 years and over and who is the owner of a touring caravan, motor caravan, trailer tent or tent, subject to Rule 12(2

“Family Member” shall consist of Mother, Father, Son, Daughter, Sibling, Son-in-law, and Daughter-in-law of the Ordinary/Partner Member, Life Member or 90 day Member aged 18 years or older. Sibling to include any legally adopted child

“Life Member” any past or present Ordinary/Partner Member so appointed by the Council

“Associate Member” any person aged 18 years or over, who neither resides with an Ordinary/Partner Member, Life Member or 90 day Member, nor owns a Unit as in Rule 11(1)

The Associate Member may take part in any activities of the Club. Associate Members will be associated to the Ordinary/Partner Member, Life Member or 90 day Member who so introduced them, and those Members will be responsible for the conduct of any Associate Member they so introduce

The subscription of an Associate Member shall become renewable on the same anniversary as the Ordinary/Partner Member or Life Member, to whom they are associated

On being accepted as an Associate Member their subscription shall be apportioned as 1/12th of the annual subscription, per month, until the date of the Ordinary/Partner Member’s or Life Member’s renewal becomes due

“90-day Membership” is available to any person(s) who meet the qualifications as set down in Rule 7(1) and who have a genuine interest in becoming Full Members

Limitations of Use:

Ordinary/Partner Members and Life Members shall have sole voting rights at all meetings where voting takes place

Family Members and Associate Members shall only attend rallies when accompanied by an Ordinary/Partner Member, Life Member or 90 day Member; they are not allowed to bring or sleep in a unit on their own. All normal activities shall be available to Family Members or Associate Members, but when attending any meeting they have no voting rights.

Ordinary/Partner Member, Life Member and 90 day Member shall be deemed to be held responsible for the good conduct of his/her children, Family and Associate Members whilst attending any rally or Club function; and that all Club Rules and Bye-laws are adhered to at all times. Failure to do so may result in disciplinary action being taken against the Ordinary/Partner Member, Life Member or 90 day Member

90 day Members may take part in all the activities as Ordinary/Partner Members, but will not have any voting rights. 90-day membership will only be available to each individual once; after which they will have to enrol as Ordinary/Partner Members or leave the Club

Candidates Applying for Membership

Will be allocated into a Section and the Section Secretary notified, this information is for Section use only and on no account will be passed outside the Section

It shall be a condition of Ordinary/Partner, Life and 90 day membership that they shall have, and hold at all times, a minimum of third-party insurance on the respective Caravan, Motor Caravan or Trailer Tent, to a minimum of £500,000.

Upon request from Management a Member shall be required to produce a current certificate within seven (7) days.

Failure to supply the Club with such a certificate within the prescribed period will render the Member liable to suspension from membership until such a certificate is produced

On Joining the Club and on payment of his/her entrance fee and subscription, new members shall become bound by these rules and regulations.

Any Member who fails to pay his/her subscriptions within fifteen (15) days of expiration shall cease to participate in any of the advantages or privileges of the Club and shall thereafter if he/she desires to re-join the Club shall be allowed to do so but will receive a new membership number and will have to pay any associated joining fees

The Club’s Financial Year shall be from 1st February to the following 31st January, and subscriptions shall be due on enrolment and every twelve (12) calendar months thereafter

EXPULSION OF MEMBERS

Any Member who is in breach of the rules and bye-laws of the club or who, in the opinion of their own Section Officers, has committed any act or deed not in keeping with the standard behaviour expected of a Member of this Club will be, depending upon the gravity of the act of deed

Summoned to appear before a Section Disciplinary Meeting

Summoned to appear before a National Disciplinary Meeting

Be expected to abide by any decision made at either meeting

Any member has the right to appeal any decision made at a disciplinary meeting with 28 days of that meeting

Only the National Secretary has the power to suspend or expel any member from the club following a disciplinary meeting, or the National Secretary’s Replacement standing in at any said meeting.

Any Members found guilty at a National Disciplinary Meeting of initiating physical violence or gross misdemeanour on a Touring Caravan Club Rally or Club function shall be expelled from the Club.

In no case where the conduct of a Member shall have been considered shall the Member have any remedy against the Section, the Management, the Council, the Disciplinary Committee, the Disciplinary Appeal Committee, or the Club, or any Member or other Officer thereof, during suspension or after suspension or expulsion. After expulsion, the Member cannot be introduced or reapply to be a Member of the Club in any capacity unless at the discretion of a quorum of National Officers and Trustees, to whom the expelled member may request to present an oral statement either in person, or by a Member acting as his/her representative, or by making a written statement stating their case for reinstatement. Application for the reinstatement of an expelled Member can only be made after a period of twelve (12) months from the expulsion date. The application for the reinstatement of an expelled Member can only be made once

Full Disciplinary procedures should be held by all National Officers, Regional Officers, and Section Officers and should be made available for viewing by any Member(s) of the Club should they so wish.

If any Member be adjudicated a bankrupt or execute a Deed of Arrangement with his/her creditors they must report this fact immediately to the Council, via the National Secretary. Whilst the Member retains their bankruptcy status they will not be allowed to hold Office in the Club or Section nor hold any position that deals with money

Each Member shall communicate any change of address from time to time to the Club, and all notices sent by post or otherwise to the last address so communicated by a Member shall be deemed to have been duly delivered to and received by the Member to whom the same are addressed

The National Annual General Meeting shall be held on the Saturday of the weekend following May Day Bank Holiday. Its business shall include

The confirmation/election of Officers

The appointment of Auditors for the ensuing year

The receiving of reports of the Management, dealing with the general affairs of the Club

The Treasurer’s accounts for the financial year

Any other business which ought under these Rules to be transacted at a General Meeting

Standing Orders for the NAGM can be found in Appendix 3

NATIONAL ANNUAL GENERAL MEETING – NAGM

At least 21 days’ notice of the NAGM of the Club must be given. The accidental non-receipt of such Notice by any Member entitled to vote shall not invalidate the proceedings of the Meeting. Any items or motions for inclusion on the Agenda must be with the National Secretary by the 1st Saturday in February. Only items or motions which appertain to the business of a NAGM shall be accepted and transacted at such Meeting

SPECIAL GENERAL MEETING – SGM

At least 21 days’ notice must be given to every Member of the Club of any SGM and details of the business to be transacted thereat. In order that such Notice can be given by way of publication in the Club’s News & Views magazine, notice must be sent to the National Secretary to reach him/her at least ten (10) days prior to the deadline for items to be published in the News & Views displayed in every issue of News & Views.

A Special General Meeting may be called at any time by Council, Management Committee, or on written requisition signed by fifty (50) Ordinary Members of the Club and delivered to the National Secretary. The resolutions to be proposed at any such meeting called on requisition shall be stated in such requisition.

No business shall be transacted at a SGM except such as is specified in the Notice convening the same

Twenty-five (25) Ordinary/Partner Members present at a NAGM and fifty (50) Ordinary/Partner Members at a SGM shall form a quorum. If the requisite quorum is not present within half an hour from the time appointed for the meeting, if convened upon a requisition, it shall be dissolved; but, in any other case, it may stand adjourned to a day fixed by the Chairperson, and if at such adjourned meeting a quorum is not present those Members who are present shall be a quorum and may transact the business for which the meeting was called

The accidental omission to give Notice to any of the Members shall not invalidate any resolution passed at a General Meeting

At a General Meeting every question submitted shall be decided by a show of hands. Each Member present and entitled to vote shall be entitled to one vote and, in the case of equality of votes, the Chairperson shall have the casting vote. No Member shall be entitled to vote if his/her subscription for the current year is unpaid

At all General Meetings the Chair shall be taken by the Chairperson or, in his/her absence, the Treasurer. In the absence of both the Chairperson and Treasurer the Members of the Meeting shall choose one of their own number to be Chairperson

The Chairperson of a meeting may, with the consent of the meeting, adjourn the same from time to time

A Declaration by the Chairperson for any General Meeting, as to the result of voting on any resolution, shall be final. Entry into the Minute Book, signed by the Chairperson of any General Meeting, shall be conclusive to the terms of any resolution and of it being passed

The Council shall have the power to permit the formation of any new Club Section. Any request under this rule must be signed by not less than twenty (20) Ordinary/Partner Members of existing Club sections and shall contain full details of proposals for formation, variation and dissolution. Any Member signing a request for the formation of a new section subsequently permitted by the Council shall be deemed to be a Member of that section. A full Council shall have the overriding power of dissolution and/or amalgamation of any Club section if it seems necessary or desirable, and shall have the power to allocate newly formed sections into new Regions of the Club or reallocate the sections contained in existing Regions

In these Rules, unless there be something in the subject or context inconsistent therewith, ‘month’ means calendar month; ‘in writing’ means written, typewritten or printed; words importing only the masculine gender include the feminine gender; words importing only the singular number include the plural and vice versa

If the numbers of Ordinary/Partner Members, Life, 90 day Members of the Club shall at any time fall below one hundred (100), or if at any time the Club shall pass at a Special General Meeting by a majority comprising of two-thirds (2/3rds) or more of the Members who are present and are entitled to vote a resolution (in this Rule called ‘the first resolution”) of its intention to dissolve, the Council and the Trustees shall take immediate steps to convert into money all the property of the Club (with power however to postpone or delay conversion of any particular property if the Club, at a Special General Meeting, shall so authorise) and pay all cash and ready monies of the Club, and the proceeds of such conversion, into a suitable deposit account at a Bank or Building Society. Out of the proceeds of such conversion, the Council and Trustees shall discharge all debts and liabilities of the Club, including the expense of such conversion, and any balance remaining in the said account shall remain for a period of not less than two (2) years, all proceeds should be paid to the Members who are Ordinary/Partner or Life Members on the day of dissolution

A copy of the Notice convening any Special General Meeting under this Rule shall be sent by the National Secretary of the Club by post to every Member, at his/her address last notified to the National Secretary, not less than fourteen (14) days before the date appointed for the Meeting; any accidental omission to send such copy or the non-receipt of the same shall not invalidate any proceedings or resolution.

All Sections of the Club will be permitted to keep their own individual Section funds and Section Equipment, enabling them to start individual members clubs if they so wish. Sections that do not want to start an individual members club will dispose of their section equipment and together with any section funds dispose of them equally amongst their own section members who were fully paid members of the club at the time of dissolution

Appendix 1 – Election of National Officers

No Member other than a past or current serving Officer of the Club, Section Officer or Regional Officer who has been a Member of the Club for five (5) years immediately preceding their election shall be eligible for election as a National Officer. All candidates for the post of a National Officer should be able to pass a credit check in order for them to enter into the financial holdings of the Club.

All Nominations for the positions of National Officers to be proposed, seconded and accepted by the candidate. All nominations are to be sent to the National Secretary by the 3rd Saturday in February along with a short history of the candidate and their positions held within the Touring Caravan Club, for circulation to sections and for inclusion in the March/April edition of News & Views (deadline 1st February/March), if possible to include a photograph. When there are more than the require number of nominees, voting slips will be published with the March/April edition of the News & Views. Members are required to hand their completed voting slips to their Section Secretary in a sealed envelope. These should be sent to or handed to the National Secretary prior to the NAGM. At a meeting prior to the NAGM (normally the Council Meeting), the sealed envelopes will be given to the appointed tellers who will open the envelopes and count the votes. In the event of a tied vote a ballot will be taken by those Members attending the NAGM.

The voting figures of each National Officer shall be made available to any Member of the Touring Caravan Club.

APPENDIX 2 – Election of Regional Officers

Regional Officers Election Guidelines

In accordance with the Touring Caravan Club Bye-law 15, the following is the procedure for the appointment of a Regional Officer — see also Club Rule 4.2.

All nominations for the position of Regional Officer are to be forwarded to each Section Secretary 21 days prior to 1st May in the year of the appointment.

Only one Member from each section shall be put forward for election. In such circumstances where a section has more than one interested party they shall, by arrangement (such as an Open Forum), ask their section Members to vote for the candidate they wish to put forward.

With agreement, the Regional Committee shall appoint one person to coordinate the details of each section’s nominated candidate and they shall arrange a convenient meeting place and time — not more than seven (7) days prior to 1st June — to hold a Regional Meeting, during which the final nominees will be interviewed and the successful candidate appointed. The retiring Regional Officer shall not take any active part in the procedure of, or during the meeting itself.

Should a casual vacancy by death or resignation of the elected Member occur, then 21 days’ notice shall be given for a Regional Meeting to be held at which to appoint a new Regional Officer. In this case, the same procedure of appointment, as defined above, shall be observed.

Appendix 3 – STANDING ORDERS FOR NAGM

A full register of ALL attending Members to be made by Members signing in

A National Officer to monitor all entering and check membership cards

Any Member not having his/her membership card must be a valid member as per the latest membership list as supplied the week of the meeting, and only allowed in the meeting after the Chairperson has asked permission of the meeting for their admission

At the start of any NAGM where Rule changes are to be discussed the two- third (2/3rds) figure required to obtain a pass for these will be announced by the Chairperson or Secretary

At least four (4) Tellers to be appointed at the start of the meeting where voting is required to count and report to the Chairperson in writing the number of votes cast

The Chairperson will allow the proposer for the motion to speak on it, then take speakers FOR and AGAINST in equal numbers, then allow the mover the right to reply before a vote is taken. All speakers to stand and address the Chair, stating their membership number, name and section. When Members are speaking, others present will be expected to extend normal courtesy and remain quiet so others present may hear what is being said

Once the votes are counted the Chairperson will announce the results and state if the Motion is carried or fails

Once a declaration is made NO other discussion on that subject will be allowed